There's nothing that can be done with overpriced slightly tacky paper squares that can't be done in software more reliably. If you must meet in person, at least get a projector and use scheduling software. In/out status of the team members, completed/incomplete/not started status of a subproject, Gantt modeling, dependency tracking, and more are very simple software tasks. If your team can't find software to do those things and can't knock that together in a week then they have no business writing projects that need it.